Executive Administrator III

• Act as proxy
• Drive initiatives and action items on behalf of C-Suite level executive and other assigned executives.
• Lead internal meetings on behalf of C-Suite level executive and other assigned executives.
• Prepare meeting agendas and create appropriate meeting materials and pre-reads.
• Introduce best practices and better ways of managing work and creating processes that support advancing our strategic priorities.
• Manages C-Suite level executive’s email communications with sound judgment to respond as appropriate or delegate to other key executives.
• Secure proper meeting coverage for C-Suite level executive and other executives if they cannot attend.
• Act as back-up to other Executive Assistants.
• Compose interview criteria points and questions.
• Assist with creation and execution of onboarding plan for new associates.
• Strategically align multiple departments and stakeholders on behalf of executives to support core business.
• Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
• Leads and supports team building efforts both for administrative and executives teams.
• Cultural alignment within teams and departments.
• Leads team and activities to support various initiatives.
• Maintains close working relationships with the C-Suite level executives and other executives direct reports.
• Manage complex calendar including vetting, prioritizing, and providing recommendations.
• Travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation.
• Draft and send internal and external communications on behalf of C-Suite level executive and other executives in alignment with the organization’s mission, vision and values.
• Partner with other executives and directors to carryforward projects as needed for C-Suite level executive.
• Assist team with budgets, invoices, and resolving any AP or AR issues.
• May also assist with annual budget and headcount planning.
• Process expense reports and track reimbursement status.
• Manage projects, internal and external meetings and large-scale events from budget planning through logistical coordination.
• May coordinate, track and schedule internal and external PR and communication events.
• Partner with Facilities, IT and Security to resolve any logistical issues.
• Organize and develop information and materials necessary for special projects, internal and external presentations, and reports.

• Maintain assigned public areas (e.g. conference room, break room).
• Collaborate with other associates to manage office activities and events.
• May lead the work and/or supervise direct reports.

• Bachelor’s degree or equivalent experience required

• Minimum 10 years’ experience providing administrative C-Suite support in a fast-paced environment required
• Supporting large scale, enterprise-wide initiatives with high organizational visibility required
• Experience leading a team of executive administrative assistants preferred

• Thorough knowledge of Microsoft Office applications required.
• Can identify issues and offer solutions to better manage items consistent with C-Suite level executives’ workflow.
• Take ownership of defining and implementing all critical policies and procedures.
• Expertly manage time and set priorities amidst multiple tasks and deadlines with little supervision.
• Anticipate the needs of the C-Suite leader in advance of meetings, conference, etc.
• Works independently, recognizing workload demands and prioritizing them appropriately; must also be flexible to accommodate rapidly changing priorities.
• Ability to interact comfortably with all levels of the organization.
• Demonstration of emotional Intelligence.
• Self-Awareness – Knowing what we are feeling in the moment, and using those preferences.
• Self-Regulation– Handling our emotions so that they facilitate rather than interfere.
• Motivation – Using our deepest preferences to move and guide us toward our goals.
• Strong creativity and problem-solvingskills.
• Project management skills.
• Excellent organization and planning skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality when working with sensitive information is essential
• Functions as a “barometer”, having a sense for any issues taking place in the environment and keeping their C-Suite leader updated as appropriate.
• Expert-level O365 experience required.
• Power Point efficient and can follow branding guidelines.
• Google Suite experience is preferred.

Medxcel